Posting product purchases

To post a product purchase you must:

1. Open the Bedriftsopplysninger table. Check that the Varekjøpsserie and Inng.fakt.serie fields have been completed. Depending on whether General ledger trans. is disabled, Product purchase voucher series is also used for general ledger transactions.
2. Double-click the Bokføringstilfeller field and check that invoice receipt is checked in the dialog box displayed on the screen.
3. Save the changes and close the table.
4. Open the Avgifts- og bokføringsopplysninger table and specify accounts for taxable purchases, non-taxable domestic purchases, purchases from other EU countries and purchases outside the EU. Accounts for received VAT are specified in the Merverdiavgift table.
5. Save the changes and close the table.

When you receive an invoice, complete the order head with details of the invoice number, invoice date, due date and any other information that is included. Then select the Received invoice processing menu item. You see the VAT amounts that Visma Business has calculated for the invoices in a separate dialog box. You can select whether you want to use these or override them. Click OK to post the product purchase, or Avbryt if you do not want to post the purchase.

If you want several orders to be included on the same invoice, enter the same invoice number for the orders. Visma Business retrieves the invoice date and other information from the first order in which the invoice number was used.

How does posting of product purchases work?

The batch is assigned order processing as origin, order journal number as run number and the current date as the value date.

The voucher lines in the batch are given the voucher number and voucher type from the voucher series for product purchases. The voucher dates and value dates are set as equal to the value dates. If no value date is specified, Visma Business uses the current date.

The batch contains voucher lines that credit the payees, usually the suppliers, and debit the purchase accounts and VAT accounts and vice versa for credit notes.

Visma Business creates one voucher line per invoice per currency.

Each voucher line is given:

• Voucher number from Inng.fakt.serie in the supplier transaction, or the series selected in the approval dialog box.
• Fakturanr, if entered.
• Betalingsbet. and Forfallsdato. If the due date is not specified in the order head, Visma Business calculates it on the basis of the invoice date and the payment terms.
• Invoice reference in the Motref. field for credit notes.
• Organisational units if you have selected Ordrehodeopplysninger til reskontro under the Regnskapsbehandl. 2 field in the Bedriftsopplysninger table.
• Valutanr, Valutakurs, Beløp and Beløp i valuta.
• Supplier number in the Lev.nr field (may be different from the payee in the Kredit konto field)
• Ans.nr
• Ordrenr, if the invoice only comprises one order.
• KID-kode, if this is entered in the approval dialog box.
• Prioritet, if this is entered in the approval dialog box.
• Origin 123 [Incoming invoice]

You can override the value date for the whole approval process in the approval dialog box.

Voucher lines for purchases and VAT are totalled per value date and debit/credit in the batch. Purchases are also totalled per combination of organisational units. If you have not selected Hovedbokstransaksjoner pr. faktura, Visma Business uses Product purchase series for general ledger transactions. Otherwise the general ledger transaction will have the same voucher number as the supplier transaction. All other values from the invoice are also added in the same line as the supplier transaction.

When you select a supplier row in the Posting dialog box, you have access to the fields that are white.

• Invoice number
• Net amount
• Value date, valid for all invoices in the same approval process
• Invoice date
• Due Date
• OCR CID code
• Payment priority
• Voucher series

When you select a line with a VAT code in the Posting dialog box, you can change the VAT amount field.